This month I haven’t really learned anything new but I have been continuing my involvement in the PGO reporting process. I will get into a bit more detail into what exactly these tasks are and what they entail.
Creating the monthly Executive Dashboard report
The Dashboard report is a word document that displays all the current initiatives and their status in keys areas such as Budget, Scope, Schedule, Outcomes, and Overall. The projects are currently being organized by their respective TIPS (Transformational Improvement Programs). TIPS are measurable goals, in five priority areas, intended to significantly improve the way AHS delivers care (i.e. Reducing Wait Times, Choice & Quality for Seniors, etc.) The Dashboard report is populated from the information received in the project’s and program’s monthly status reports that are issued by their respective Project Managers. My duties are:
· Populate the dashboard reporting fields with the information provided on the status reports.
· Resolve and discrepancies or issues with information by contacting the project manager, business sponsor, or budget owner (whichever is most appropriate). This is usually done via email or phone.
· Email dashboard to TIP Leads for review. Incorporate valid feedback into the Dashboard. Do not change the reporting process based on feedback, only incorporate changes that uphold the reporting process.
Ø Any changes to the Dashboard must be reflected in the status reports. If this information is not accurately displayed in the status report, I have the Project Managers correct and resubmit the status report first.
Here’s a quick shot of what a page of the Dashboard looks like:
Developing the monthly Compliance Report
The monthly compliance report reflects those initiatives that have met their reporting requirement: the submission of a status report and a monthly financial report. The report also tracks (for PGO information only) which initiatives produced their report on time and which ones did not.
· Revise previous excel spreadsheet for compliance reporting
· Reporting on each initiative to show whether the Project Manager has submitted a monthly status report and/or a financial plan
· Record when the status report was submitted and who it was submitted too (PGO or PMO)
· Highlight in green for the projects that were compliant and in red for those that haven’t
· This report is distributed to TIP leads, program leads, and the Priority Initiative Review Committee (PIRC) to indicate which initiatives have submitted the correct documents for each reporting period
Here’s a quick shot of a page seen in the compliance report:
Preparing, Conducting, and Completing Quality Assurance (QA) Review Documents
QA reviews are conducted at PIRC meetings when an initiative has brought forth a new stage gate document or change request.
· Revise previous QA template to reduce redundancy
· Prepare QA template in the “Rough QA’s” folder for each initiative to be reviewed at the PIRC meeting
· Document the live QA during PIRC meetings
· After the QA review at PIRC, I summarize the notes and cleaned-up the rest of the QA review
· If there are any key pieces of information missing I contact the Project Manger, Director of TIP Lead to track down the appropriate information
· The DRAFT QA would then be reviewed at PIRC. After the meeting I would incorporate any changes and submit the FINAL QA to Bill Trafford’s office for signature.
· The document will be returned as a PDF. I save and store it in the appropriate initiative repository folder.
· The QA then have to be sent to TIPs Finance to ensure financial set up for the initiative
